RFP - DISTRICT FUEL CARDS.pdf

REQUEST FOR PROPOSALS (RFP)

for

Fuel Card Program

PROJECT NAME: District Fuel Card Program

DATE OF ISSUANCE: February 6, 2025

PROPOSALS DUE: March 27, 2025, 2:00 PM pacific time at 799 SW Columbia Street, Bend, OR 97702

PROJECT MANAGER

Sasha Sulia

Direction of Park Maintenance

541-706-6203

CONTRACT ADMINISTRATOR

JoAnna Edwards

Contracts and Procurement Coordinator

541-706-6102

INVITATION TO SUBMIT

REQUEST FOR PROPOSALS

BPRD FUEL CARD PROGRAM

Sealed Proposals will be accepted by JoAnna Edwards, Business Analyst, at the Bend Park and

Recreation District Administration Office, 799 SW Columbia Street, Bend, Oregon 97702 until the date and time listed in the Schedule in Section 1 of the RFP. No Proposals will be accepted after this date and time.

Proposals shall be submitted in a sealed envelope and marked as follows:

Proposer’s Name and PROPOSAL for District Fuel Card Program

There will be a Non-Mandatory Pre-Proposal meeting for all interested parties on February 19, 2025, at

1:00pm, at Park Services, 1675 SW Columbia Ave. Bend, OR 97702. Prospective Proposers are not required to attend the pre-Proposal meeting, but it will be a good time to ask questions and verify details.

Solicitation documents, addenda, and notifications of results for this project may be viewed, printed or ordered online from the state of Oregon’s purchasing website, OregonBuys. Proposers are responsible for checking this web site for the issuance of any addenda prior to submitting a Proposal.

Proposals will be considered non-responsive if the Proposal does not reflect all addenda.

Proposers with technical and non-technical questions may contact JoAnna Edwards, Business Analyst at

(541) 706-6102 or joanna@bendparksandrec.org. Technical questions regarding the project, or requests for clarification or change, must be received by the date and time in the Schedule in Section 1 of the

RFP.

The District may reject any Proposal not in compliance with all prescribed public contracting procedures and requirements and may reject for good cause all Proposals upon a finding of the District that it is in the public interest to do so.

mailto:joanna@bendparksandrec.org

Table of Contents Section 1. Purpose and General Information

1.1. Introduction

1.1.1. Overview, Objectives, and Background

1.1.2. Project Term

1.1.3. Minimum Proposer Qualifications

1.2. Schedule

1.3. Definitions

1.4. Solicitation Process

1.4.1. Availability of Documents

1.4.2. Reservation of District Rights

1.5. Single Point of Contact

1.6. Methods of Seeking Modifications to RFP, Contractual Provisions or Specifications;

Solicitation Protests

1.6.1. Procedure

1.6.2. Requests for Clarification / Questions

1.6.3. Protests of RFP

1.6.4. Protest of Addenda

1.7. Submission of Proposals

1.7.1. Withdrawal of Proposals

1.8. Opening of Proposals

1.8.1. Inspection of Proposals

1.9. Cooperative Procurement

Section 2. Scope of Work

Section 3. Proposal Requirements

3.1. Administrative Proposal Requirements

3.1.1. Proposal Requirements

3.1.2. Submission of Proposals in Electronic Format

3.1.3. Hardcopy Proposal Submission

3.2. Technical Proposal Requirements

3.2.1. Insurance Coverage

3.2.2. References

3.2.3. Experience and Qualifications

3.2.4. Proposer’s Solution

3.2.5. Pricing

3.2.6. Presentations, Demonstrations or Interviews– If Held

3.3. Technical Proposal Scoring

Section 4. Evaluation and Award

4.1. Evaluation Process

4.1.1. Evaluation Overview

4.1.2. Evaluation Committee

4.1.3. Disqualification

4.2. Evaluation of Minimum Requirements (Pass / Fail)

4.3. Evaluation of Technical Proposal (Scored)

4.3.1. References

4.4. Evaluations of Presentations, Demonstrations, and Interviews (if held)

4.5. Ranking of Proposals

4.6. Award Notification and Process

4.7. Protest of Award

Section 5. Attachments

Section 6. Proposal Submission Checklist

Section 1. Purpose and General Information

1.1. Introduction

1.1.1. Overview, Objectives, and Background

The District is seeking qualified organizations interested in providing a fuel card program to allow

Bend Park and Recreation District to purchase fuel at various filling stations throughout the City of

Bend, Deschutes County and the state of Oregon. Proposals must be based on the “Scope of Work” described in Section 2 below and in compliance with all prescribed requirements of this RFP.

The District currently hosts a fuel tank on site at the park maintenance location where all District staff fuels vehicles and equipment. We are looking for a qualified company to not only deliver fuel to this site and fill our existing tank, but also provide a solution where we can fuel up at various locations.

An Oregon special district separate from the City of Bend, the District is governed by a five-member, elected Board of Directors and managed by an Executive Director. The District maintains and operates more than 3,000 acres of developed and undeveloped parkland, including 81 parks, 70 miles of trails, and multiple recreation facilities, serving a population of around 106,000 people.

1.1.2. Project Term

The District anticipates signing a 5-year contract by June 30th 2025, with services fully implemented by July 1, 2025. If a contract is awarded, the contract will be effective from the date fully executed through June 30, 2030.

The District will have the option to renew the contract for two additional one-year terms. The pricing and rates provided by the Proposer to whom the contract is awarded must remain fixed for the initial term, and for each renewal term, if the contract is renewed.

1.1.3. Minimum Proposer Qualifications

Organizations interested in Proposing must be currently providing card lock services and fuel delivery to customers at the time of submitting a Proposal. Any Proposal received from a Proposer not currently providing card lock services and fuel delivery will be deemed non-responsive and will be returned to the Proposer upon request.

1.2. Schedule

The District reserves the right to deviate from this schedule, deviations from scheduled dates prior to RFP Closing will be made via written addendum.

EVENT DUE DATE

RFP Release, (Date of Issuance) February 6, 2025

Pre-Proposal Meeting Non-Mandatory February 19, 2025 at 1:00pm

Questions for RFP due to BPRD February 24, 2025, by 4:00pm

Responses to Questions distributed March 3, 2025

RFP Closing Date and Time March 27, 2025, at 2:00 pm

Interviews (if held) Week of April 7, 2025

Notice of Intent to Award On or about April 14, 2025

Board of Directors Approval On or about May 6, 2026

1.3. Definitions

For general definitions see OAR 137-046-0110, which are incorporated by reference.

• “Contract Administrator” and “Project Manager” shall mean the person the District has designated as the single point of contact for this RFP.

• “Contractor” shall mean the Proposer awarded a contract to perform the Statement of Work.

• “District” shall mean Bend Park and Recreation District.

• “Proposal” shall mean a written response to this RFP.

• “Proposer” shall mean a person or organization submitting a written response to this RFP.

• “Purchasing Contracting Agency” shall mean a governmental agency that procures goods or services from a Contractor based on the original contract established by the District.

• “OAR” shall mean Oregon Administrative Rules.

• “ORS” shall mean Oregon Revised Statutes.

• “RFP” and “Solicitation” shall mean this Request for Proposals.

• “Scope of Work” shall mean the general description of the supplies and services for which the

District has issued this RFP, the work’s purpose and objectives, and the District’s expectations.

Examples of expectations include, if applicable, a description of the proposed purchase, specifications, tasks (obligations), deliverables, delivery or performance schedule, and acceptance requirements. The Scope of Work helps the prospective Proposers develop their

Proposals.

• “Statement of Work” shall mean the specific provisions in the final contract which set forth and define in detail the agreed-upon objectives, expectations, performance standards, and other obligations of Contractor under the contract.

1.4. Solicitation Process

1.4.1. Availability of Documents

The RFP, including all addenda, attachments, and solicitation notifications, will be posted on the

State of Oregon’s purchasing website, OregonBuys. Proposers are responsible for checking this web site for the issuance of any addenda prior to submitting a Proposal. Proposals will be considered non-responsive if the Proposal does not reflect all addenda.

1.4.2. Reservation of District Rights

The District reserves all rights regarding the RFP, including, without limitation, the right to:

• Amend the RFP by written addendum pursuant to OAR 137-047-0430;

• Delay or suspend the RFP without liability to any Proposer if the District finds it is in the best interest of the District to do so pursuant to ORS 279B.100;

• Cancel the RFP or reject any or all Proposals received, in whole or in part, upon finding that it is in the best interest of the District to do so pursuant to ORS 279B.100;

• Waive any minor informality, correct a clerical error, or permit a Proposer to withdraw a

Proposal to the extent allowed pursuant to OAR 137-047-0470;

• Reject any Proposal that fails substantially to comply with all prescribed RFP procedures and requirements pursuant to OAR 137-047-0640;

• Negotiate certain contract terms and conditions to the extent allowed under OAR 137-047-

0310(1)(b);

• Amend any contracts that are awarded as a result of the RFP to the extent allowed under

OAR 137-047-0800;

• Engage other organizations to perform the same or similar services; and

• Extend any contracts that result from the RFP without an additional competitive procurement process to the extent allowed under OAR 137-047-0800.

The intent of the RFP is to identify a Proposal from a Proposer with the level of specialized skill, knowledge, and resources to perform the Scope of Work described in the RFP. Qualifications, performance history, expertise, knowledge, and the ability to exercise sound professional judgment are primary considerations in the selection process. If awarded, the District will award the contract to the responsible Proposer submitting the Proposal which is in the District’s best interests for accomplishing the District’s needs.

1.5. Single Point of Contact

All technical and non-technical questions about the requirements of the RFP, procurement process, Scope of Work, or evaluation process shall be directed to the Contract Administrator listed on the

Invitation to Submit.

1.6. Methods of Seeking Modifications to RFP, Contractual Provisions or Specifications; Solicitation

Protests

1.6.1. Procedure

• Requests for modifications to this RFP may be requested in writing, as follows: (a) request for clarification; (b) formal submittal of requests for changes to the RFP, contractual terms or specifications; or (c) formal submittal of protests of the RFP, contractual terms or specifications.

• A Proposer may submit to the Contract Administrator a written request for changes to the

RFP, contractual terms or specifications. The request shall include the reason for requested changes, supported by factual documentation, and all other information required by OAR

137-047-0730.

• Envelopes containing requests for clarification, requests for change, and protests shall be marked as follows:

o Request for Clarification / Change / Protest o Project Name

• Requests for modification must be received by the Contract Administrator prior to the protest submission deadline specified in Section 1.2. The submission deadline may be extended by addendum. No requests for clarification, requests for change or protests regarding the RFP, contractual terms or specifications shall be considered if received after the protest submission deadline, as may be extended by subsequent addendum.

1.6.2. Requests for Clarification / Questions

Questions, including requests for explanations of the meaning or interpretation of RFP provisions, shall be submitted in writing via mail, hand delivery, or email, addressed to the Contract

Administrator at the address listed on the Invitation to Submit, and must arrive prior to the protest submission deadline specified in Section 1.2.

1.6.3. Protests of RFP

Proposers may submit to the Contract Administrator a written protest of the solicitation documents, contractual terms or specifications, or addenda to the solicitation documents. To be considered, protests shall:

• Identify the Proposer’s name and reference the RFP title.

• Include: (a) the grounds that demonstrate how the solicitation process is contrary to law or how the RFP is unnecessarily restrictive, legally flawed, or improperly specifies a brand name; (b) evidence that supports the grounds on which the protest is based; and (c) an explanation of the relief sought, including a statement of the proposed changes to the solicitation process or RFP provisions, requirements or terms and conditions that the

Proposer believes will remedy the conditions upon which the protest is based.

• Be signed by the Proposer’s authorized representative

• Be submitted to the Contract Administrator to the address listed on the Invitation to Submit by the protest deadline specified in Section 1.2.

The District shall not consider solicitation protests that do not meet the requirements of this

Section. The District shall resolve all solicitation protests in accordance with OAR 137-047-0730.

1.6.4. Protest of Addenda

Pursuant to OAR 137-047-0430(4) Proposers may submit a request for change or protest to any addendum issued by the District as provided in Section 1.6.3. provided, however, such request for change or protest must be received by the end of the District’s next business day after issuance of the addendum, or protest deadline specified in Section 1.2, whichever is later. If the deadline for submission of a request for change or protest to an addendum falls after the protest deadline specified in Section 1.2, the District may only consider a request for change or protest to the addendum, and shall not consider a request for change or protest to matters not added or modified by the addendum.

1.7. Submission of Proposals

Proposals shall be received by the Contract Administrator no later than the Closing date and time specified in Section 1.2. Proposals may be delivered via U.S. Mail, courier, or hand-delivery. Mailed

Proposals shall be sent to the Contract Administrator at the address specified in the Invitation to

Submit. Late, faxed, or electronically transmitted Proposals shall not be accepted. Proposers responding to the RFP do so solely at their own expense. The District is not responsible for any Proposer costs or expenses associated with the RFP.

1.7.1. Withdrawal of Proposals

If a Proposer wishes to withdraw a submitted Proposal, it shall do so prior to the Closing date and time. The Proposer shall submit a written request to withdraw, signed by the Proposer, on the

Proposer’s letterhead, to the Contract Administrator at the address listed on the Invitation to

Submit.

1.8. Opening of Proposals

Pursuant to ORS 279B.060(6)(a) Proposals shall be opened and the names of all Proposers shall be made available to the public. Proposals will not be read aloud. The District shall open Proposals in a manner that avoids disclosing Proposal contents to competing Proposers.

1.8.1. Inspection of Proposals

Pursuant to ORS 279B.060(6)(a) and (b), Proposals will be open to inspection after issuance of a

Notice of Intent to Award. If a Proposal contains any information that may be considered exempt from disclosure under Oregon Public Records Law, ORS Chapter 192, the Proposer must clearly designate the portions of its Proposal that Proposer claims are exempt from disclosure, along with a justification and citation to the authority relied upon. Application of the Oregon Public Records Law shall determine whether any information is actually exempt from disclosure. Identifying the

Proposal in whole as exempt from disclosure is not acceptable. If the Proposer fails to identify the portions of the Proposal that the Proposer claims are exempt from disclosure and the authority used to substantiate that claim, the Proposer will be deemed to have waived any future claim for non-disclosure of that information.

1.9. Cooperative Procurement

This RFP is a Permissive Cooperative Procurement. Purchasing Contracting Agencies may utilize a

Permissive Cooperative Contract pursuant to ORS 279A.215. Generally:

• Contracting agencies may establish a contract with the Contractor to purchase the goods and services awarded by this RFP;

• Contracting agencies may not materially change or alter the terms, conditions, or prices from the original contract between the Contractor and District.

Proposers must state (on the Proposer Information Sheet) that it will/will not extend the terms, conditions, and prices to any contracting agency that desires to establish a contract with Proposer, should Proposer be awarded a contract by the District under this RFP. Volumes of other contracting agencies are not included in this RFP.

Section 2. Scope of Work

Objective: The purpose of this RFP is to establish a fuel card program that provides reliable access to fuel at multiple locations across Bend, Deschutes County, and Oregon. The program should also support fuel delivery to the district’s underground tanks at the maintenance facility, if needed. This solution must accommodate fueling for vehicles, equipment, and tanks while offering secure, user- and vehicle-specific fuel tracking. Additionally, the program must include robust online reporting tools to track fuel usage, manage the fleet, and ensure accurate billing for efficient payment and reconciliation.

Background: Historically, the District has relied on fuel deliveries to an underground tank at the maintenance facility. However, due to growth and increased operational demands, the district seeks to transition to a fuel card program for greater flexibility in fueling options and fleet management.

Scope of Services: The fuel card program provider will be required to deliver the following services:

Fuel Card Program:

• Provide fuel cards for current operations of approximately 80 vehicles in the district’s fleet and additional various equipment (ex: riding lawn mowers, tractors, backhoes, etc).

• Ensure access to quality fuel, including B5 Diesel and E10 gasoline, at multiple fueling locations within Bend, Deschutes County, and Oregon available 24 hours a day, seven days a week, 365 days per year.

• Support purchases of an estimated 5,000 gallons of B5 Diesel and 33,000 gallons of E10 gasoline annually. Note: These are estimated amounts, and fuel usage may vary.

• The card service must not be disrupted or put on hold without a 30-day written notice to the

District. If any underground tank tests and any shutdowns are required, the District is to be notified 30 days in advanced.

Fuel Delivery Services

• Provide the option for fuel delivery to the district’s underground tank at the maintenance facility if needed.

• Provide delivery of propane to the tank located at the maintenance facility.

• Provide delivery of heating oil on an as needed basis to a house owned by the District located at

19975 Glen Vista Rd. Bend, OR 97701.

Pricing

• The District will pay the Contractor a set per gallon contract service fee as compensation for all services provided by this RFP and subsequent contract.

• The service fee shall remain constant throughout the term of the contract. This fee shall fully compensate the Contractor for provision of the following services provided under this bid and associated contract.

• Per gallon cost must automatically remove Federal Taxes and any applicable Sales Tax in which the district is exempt.

Reporting and Billing

• Offer robust online reporting tools to track fuel usage by vehicle and/or driver.

• Provide detailed and accurate billing statements to streamline payment and reconciliation processes.

• The following reporting capabilities must be available at a minimum and accessible online received automatically via email, in an importable format such as Microsoft Excel that can be imported into our billing system. Attachment E provides details on reporting structure.

o Report listing each card use details including products purchased, dates, times, etc.

o Report listing fuel economy mileage calculations for each card or vehicle ID (if used) o Report listing Driver ID or PIN activity with detail on products purchased, dates, times, etc.

o Report listing purchasing activity and discounts.

o Report listing of all fuel card numbers, pin numbers, and employee names on a monthly basis.

*Some of the items listed above are subject to change based on the proposed solution from the

Contractor.

Customer Support

• Deliver responsive customer service for any issues or questions related to fuel cards, billing, or reporting.

Expectations and Requirements

• The selected provider must demonstrate the ability to supply fuel cards and delivery services that meet the district’s needs.

• Fuel cards must be secure, user-friendly, and capable of supporting collecting the following information at the pump.

o Date, time, and location of purchase o Type of fuel purchased o Number of gallons purchased o Price per gallon* o Total Cost** o Identity of the fuel card used (ex: vehicle number, driver number, etc.)

o Vehicle mileage

*If total cost line is not supported by proposed file type(s) from Attachment E, the price per gallon must reflect price per gallon after discount is applied.

**This line is optional depending on file type(s) proposed from Attachment E. A file format that provides this line is preferred. Total cost line (if supported by file type proposed) should reflect total, less proposed discount.

• The program must accommodate the district’s growing fuel needs and provide scalable solutions as fleet requirements evolve.

Additional Information

• A detailed list of required reporting capabilities is provided in Attachment E.

• The District reserves the right to adjust fuel card quantities and usage estimates during the contract term based on operational needs.

• The Fuel Card Program must provide glove box maps of service locations for each vehicle and card.

• Applications for new fuel cards or cancellation of existing fuel cards must be able to be completed online or via email.

Section 3. Proposal Requirements

Proposals shall address the Proposal and submission requirements set forth in this RFP. Proposals shall respond to all elements of information requested without exception. Proposals that do not meet the requirements set forth in the RFP shall be deemed non-responsive and shall not be further considered.

3.1. Administrative Proposal Requirements

3.1.1. Proposal Requirements

Proposals shall not exceed a total of 10 single sided or 5 double sided 8.5 x 11-inch pages with a minimum 11-point font size. District-provided forms and attachments are not included in the maximum page count.

3.1.2. Submission of Proposals in Electronic Format

• The District’s preferred Proposal submission format is in PDF on a single USB flash drive.

• Proposals submitted in PDF should be consolidated into as few separate files as possible.

• Proposals submitted in PDF shall include one (1) Proposal original containing the

Proposer’s Price Proposal, and one (1) Proposal copy excluding the Proposer’s Price

Proposal.

• Notwithstanding the District’s requirement that Proposals be submitted in electronic format, Proposals must be submitted on a physical storage device via hand delivery, courier, or mail to the location and address listed on the Invitation to Submit. Proposals may not be submitted via email, fax, file transfer, or any other electronic means.

3.1.3. Hardcopy Proposal Submission

• Hardcopy (paper) Proposals may be submitted via hand delivery, courier, or mail to the location and address listed on the Invitation to Submit.

• Hardcopy Proposals shall include 1 Proposal original containing the Proposer’s Price

Proposal, and 1 Proposal copy excluding the Proposer’s Price Proposal.

• Use of recycled materials is required as part of the District’s sustainable business practices.

The District requires the use of submittal materials (i.e. paper, dividers, binders, brochures, etc.) that contain post-consumer recycled content and are readily recyclable. Proposers are encouraged to bind Proposals with a single binder clip. The District prohibits the use of materials that cannot be readily recycled such as PVC (vinyl) binders, spiral bindings, or plastic or glossy covers or dividers. Proposers are encouraged to print/copy on both sides of a single sheet of paper whenever possible.

3.2. Technical Proposal Requirements

The Proposal shall describe how the Proposer meets each of the technical requirements described in

Section 2 - Scope of Work. The Proposal shall be evaluated utilizing the following evaluation criteria, as more particularly described in Section 3.

3.2.1. Insurance Coverage

• Proposer must provide a statement that Proposer currently has, or prior to executing a contract if awarded will be able to obtain, insurance coverage meeting or exceeding the insurance requirements detailed in the attached Sample Contract.

3.2.2. References

• Proposer must provide at least three references from contracts of similar scope to that described in this RFP. References from public agencies of similar size or type shall be preferred.

• Proposers shall provide the following information for each reference:

o Organization name o Contact person (first and last name) o Contact phone number o Contact email address o Duration of contract(s) o Types and quantities of products and services provided

• Reference-provided letters of recommendation are acceptable.

3.2.3. Experience and Qualifications

• Proposers must describe their organization’s experience and qualifications in providing fuel card services described in Section 2 – Scope of Work. Each Proposer should highlight the experience and qualifications that the Proposer believes distinguishes them from their competitors. Higher scores will be awarded for experience and qualifications from within the last five-years, relevant to the Scope of Work, and from public agencies of similar size or type.

3.2.4. Proposer’s Solution

• The evaluation process will focus on the proposed solutions ability to meet the specific needs of the fuel card program, including functionality, ease of use, and compatibility with our organization’s operational requirements. Emphasis will also be placed the providers track record in delivering similar fuel card services, customer support capabilities, and ability to ensure reliable and efficient service delivery. Proposals that demonstrate a comprehensive understanding of the program’s objectives and offer a proven approach to managing fuel card services will be rated higher.

3.2.5. Pricing

• Proposers shall provide an itemized Price Proposal along with their Proposal detailing all non-recurring charges, recurring charges, and all other applicable costs, fees, and expenses.

Proposers must provide fixed pricing for the initial contract term. The pricing provided in the successful Proposer’s Price Proposal will be incorporated into the awarded contract and may not be changed during the initial term.

• Price Proposals must address all costs required to provide the products and services described in this RFP. The lowest overall Price Proposal will receive the full points available.

All other Price Proposals will be weighed against the lowest Price Proposal.

3.2.6. Presentations, Demonstrations or Interviews– If Held

• The District may conduct and score presentations, demonstrations, or interviews as provided in Section 3.4.

3.3. Technical Proposal Scoring

The evaluation committee shall assign points to its evaluation of each Proposal as follows:

SCORING CRITERIA MAXIMUM POINT VALUE

Insurance Coverage Pass/Fail

References Pass/Fail

Experience and Qualifications 30

Proposer Solution 50

Pricing 20

Total Points Possible 100

Presentations, Demonstrations, and Interviews (if held) 50

Total Combined Points Possible 150

Section 4. Evaluation and Award

4.1. Evaluation Process

4.1.1. Evaluation Overview

The District shall evaluate and score all responsive Proposals on the completeness, quality, and applicability of their contents in accordance with the following criteria:

• Section 3.2, Evaluation of Minimum Requirements (Pass / Fail)

• Section 3.3, Evaluation of Technical Proposal (Scored)

• Section 3.4, Evaluation of Presentations, Demonstrations and Interviews, if held (Scored)

• Section 3.5, Ranking of proposals

4.1.2. Evaluation Committee

The District shall establish an evaluation committee of at least three individuals, which may consist of District staff, government partners, or community partners, who shall review, evaluate, and score each Proposal.

4.1.3. Disqualification

Any attempt by a Proposer to improperly influence a member of the evaluation committee during the Proposal review and evaluation process shall result in rejection of that Proposal.

4.2. Evaluation of Minimum Requirements (Pass / Fail)

The evaluation committee shall review all Proposals on a pass/fail basis and determine if each Proposal meets the minimum technical Proposal requirements described in Section 3 of this RFP. Proposer’s failure to comply with the instructions or to submit a complete Proposal may result in the Proposal being deemed non-responsive. Only those Proposals determined responsive to the minimum requirements shall be considered for further evaluation.

4.3. Evaluation of Technical Proposal (Scored)

The evaluation committee shall score all Proposals based on the completeness and quality of information described in Section 3.2. Points assigned by each evaluation committee member shall be added together and divided by the total number of evaluation committee members to compute an average score for the evaluation criteria. Price Proposals will not be scored until after the evaluation committee has scored all other evaluation criteria.

The evaluation committee may request additional clarification from any Proposer for any portion of the

Proposals pursuant to OAR 137-047-0600(2). If a Proposal is unclear, the Proposer may be asked to provide clarification. Proposers shall remain available during the evaluation period to respond to requests for additional clarification. Proposers shall submit written clarification(s) within 24 hours

(Monday-Friday) following receipt of the request. No new Proposal documentation may be submitted;

however, clarifications may not be used to correct an otherwise non-responsive Proposal. Failure to provide clarification may result in a lower score.

4.3.1. References

See Section 3.2 for reference requirements.

The District reserves the right to request references in addition to those provided by a Proposer, to investigate any references (whether or not furnished by a Proposer), and to investigate the past performance of any Proposer. The District may investigate the qualifications of a Proposer, including, but not limited to: successful performance in providing similar services; compliance with specifications and contractual obligations; completion or delivery of services on schedule; and proper payment of suppliers, subcontractors, and workers. The District may postpone the award or execution of the contract after the announcement of the apparent successful Proposer in order to complete its investigation. This is in addition to any other District rights reserved in Section 1.4.3.

The District may make up to two attempts to contact each of the reference sources. These attempts will be made during normal business hours. Each reference that is contacted will be asked to provide information relevant to the categories listed in Section 3.2.

4.4. Evaluations of Presentations, Demonstrations, and Interviews (if held)

The evaluation committee may elect to interview one or more Proposers, based on the evaluation committee’s identification of those Proposers who have a reasonable chance of being selected as the most advantageous Proposer, if the evaluation committee considers it necessary or desirable. If interviews are held, the evaluation committee will determine the number of Proposers to invite according to whether the evaluation establishes a natural break in the scores of Proposers that indicates that a particular number of Proposers are closely competitive or have a reasonable chance of being determined the most advantageous Proposer. If the evaluation committee conducts interviews, the interview process will be used to supplement and clarify the information contained in the Proposal.

The District will provide written notice to all Proposers identifying those Proposers selected for interview. Proposers not selected for interview may protest the evaluation and determination of the interview pool in accordance with OAR 137-047-0720.

Based upon Proposal scoring, as modified by the interview, Proposers will be given final ranking by the evaluation committee which will be used to determine contract award.

If deemed advisable by the District, the District may send details regarding the format and scope of the interviews to those Proposers invited to interview.

Proposers will bear all costs for attending the interviews and preparing any presentation materials.

4.5. Ranking of Proposals

The evaluation committee shall add the interview score for each interviewed Proposer to the evaluation score for the initial evaluation of that Proposer’s Proposal in order to determine the total score and ranking of each Proposal.

4.6. Award Notification and Process

If, once the evaluation committee determines the highest-ranked Proposer, the District elects to move forward with awarding a contract, the District shall send a notice of intent to award to all Proposers. The

District may, either orally or in writing, terminate negotiations with the highest-ranked Proposer if the

District and the highest-ranked Proposer are unable to reach agreement within a reasonable amount of time for any reason. The District may then negotiate with the second ranked Proposer, and if necessary, with each successively ranked Proposer until negotiations result in a contract or the District cancels the

RFP pursuant to ORS 279B.100.

The District reserves the right to negotiate a final contract and Statement of Work that are in the best interests of the District. Prior to execution of a contract the District shall obtain the Contractor’s agreement to perform the Scope of Work and meet the performance standards set forth in the final negotiated Statement of Work.

4.7. Protest of Award

If the conditions specified in ORS 279B.410(1) are met, a Proposer may submit a written protest of the

District’s intent to award a contract. Protests must be submitted within seven days after the District issues a notice of intent to award. A Proposer may submit a protest of the intent to award only as allowed by, and only in compliance with, OAR 137-047-0740. The District will resolve all timely submitted protests in accordance with ORS 279B.410(4) and OAR 137-047-0740.

Section 5. Attachments

• Attachment A – Sealed Proposal Label

• Attachment B – Proposer Information Sheet

• Attachment C – Mandatory Requirements

• Attachment D –Price Schedule

• Attachment E – File Layout Specifications

• Attachment F – Sample Contract

Section 6. Proposal Submission Checklist

All attachments and Proposal content requirements specified in this RFP must be included in Proposals.

The following Proposal content and attachments are required to be returned with the Proposal:

Detailed Proposal Content Requirements as specified in Section 3.2

Section 3.2.1 – Statement of Insurance Coverage

Section 3.2.2 – References

Section 3.2.3 – Experience and Qualifications

Section 3.2.4 – Proposed Solution

Section 3.2.5 – Pricing

Attachment B – Proposer Information Sheet

Attachment C – Price Schedule

Attachment D –Mandatory Requirements

Proposers are encouraged to use the following attachment to identify their Proposal, it is provided for

Proposers convenience and is not required.

Attachment A – Sealed Proposal Label

The following attachments are not to be returned with the Proposal. Proposers must review these attachments, the terms and conditions of each will be incorporated in the contract for the work.

Attachment E – File Layout Specifications

Attachment F – Sample Contract

This checklist is provided for the Proposer’s convenience in assembling your Proposal and is not required to be returned with the Proposal.

Please attach the above label to the outside of your sealed Proposal.

SEALED PROPOSAL ENCLOSED

DELIVER TO:

BEND PARK AND RECREATION DISTRICT

ATTN: JOANNA EDWARDS

799 SW COLUMBIA STREET

BEND, OR 97702

PROPOSALS MUST BE RECEIVED NO LATER THAN:

MARCH 27, 2025, 2:00 PM PACIFIC TIME

FOR: DISTRICT FUEL CARD PROGRAM

PROPOSER NAME:

ATTACHMENT A

SEALED PROPOSAL LABEL

ATTACHMENT B

PROPOSER INFORMATION SHEET

REQUEST FOR PROPOSALS

BPRD FUEL CARD PROGRAM

FIRM/COMPANY NAME:

STREET ADDRESS:

CITY, STATE, ZIP CODE:

WEBSITE:

PRIMARY CONTACT NAME:

PRIMARY CONTACT TITLE:

PRIMARY CONTACT TELEPHONE:

PRIMARY CONTACT EMAIL:

Name and title of the primary individual authorized to represent the Proposer in any negotiations and sign any contracts that may result:

NAME: TITLE:

Proposer, pursuant to ORS 279A.120(1), (check one) is ☐ / is not ☐ a resident Proposer. If not, indicate state of residency: .

Proposer (check one) will ☐ / will not ☐ extend the terms, conditions, and prices to any contracting agency that intends on establishing a contract with Proposer, if Proposer is awarded a contract by the District under this RFP.

1. Proposer hereby certifies that Proposer has read, understands, and agrees to comply with all terms and conditions of this Solicitation and the resulting contract.

2. Proposer acknowledges receipt of all Addenda issued under this Solicitation, if any.

3. Proposer hereby certifies that Proposer has complied or will comply with all requirements of local, state, and federal laws, and that no legal requirements have been or will be violated in making or accepting this Solicitation.

4. Proposer hereby certifies that it has not discriminated and will not discriminate, in violation of ORS 279A.110, against any disadvantaged business enterprise, a minority-owned business, a woman-owned business, a business that a service-disable veteran owns or an emerging small business that is certified under ORS 200.055 in obtaining any required subcontract.

5. Affirmative Action Program. The District is an equal employment opportunity employer and values diversity in its work force. The District requires its consultants and contractors to have an operating policy as an equal employment opportunity employer. Firms of 50 people or less do not need to have a formal equal employment opportunity program but shall have an operating policy supporting equal employment opportunity. Proposer shall answer the following questions by selecting yes or no.

☐Yes ☐No Does your Firm have more than 50 employees?

☐Yes ☐No Does your Firm have a formal equal employment opportunity program?

6. Proposer agrees to comply with Oregon tax laws in accordance with ORS 305.385.

7. Proposer hereby certifies that no conflict of interest, as defined below, exists which precludes an impartial

Proposal from being submitted by Proposer and that if such conflict should arise, Proposer will immediately notify the District.

a. No officer, employee, or agent of the Proposer has any personal financial interest, direct or indirect, in the operation of Bend Park and Recreation District or its affiliates.

8. Proposer hereby certifies the price(s) and amount(s) of this Proposal shall be arrived at independently and without consultation, communication or agreement with any other consultant, contractor, Proposer or potential

Proposer.

9. Proposer hereby certifies that neither the price(s) nor the amount(s) of this Proposal, and neither the approximate price(s) nor approximate amount(s) of this Proposal, shall be disclosed to any other firm or person who is a Proposer or potential Proposer, and they will not be publicly disclosed before contract award.

10. Proposer hereby certifies no attempt has been made or will be made to induce any firm or person to refrain from

Proposing on this Solicitation or to submit any noncompetitive Proposal or other complementary Proposal.

11. Proposer hereby certifies that it’s Proposal is made in good faith and not pursuant to any agreement or discussion with, or inducement from, any firm or person to submit a complementary or other noncompetitive Proposal.

12. Proposer agrees that if awarded the contract, Proposer shall be authorized to do business in the State of Oregon at the time of the award.

13. District shall not be liable for any claims or be subject to any defenses asserted by Proposer based upon, resulting from, or related to, Proposer’s failure to comprehend all requirements of this Solicitation.

14. District shall not be liable for any expenses incurred by Proposer in both preparing and submitting its Proposal, or in participating in the Proposal evaluation/selection or contract negotiation progress, if any.

15. The signatory of this Proposer Information Sheet is a duly authorized representative of the Proposer, has been authorized by Proposer to make all representations, attestations, and certifications contained in this Proposal document, Solicitation, and all Addenda, if any, issued, and to execute this Proposal document on behalf of

Proposer.

16. By signature below, the undersigned Authorized Representative hereby certifies on behalf of Proposer that all contents of this Proposer Information Sheet and the submitted Proposal are truthful, complete and accurate.

Failure to provide information required by this Solicitation may ultimately result in rejection of the Proposal.

PROPOSER SIGNATURE

Signature Title

Name (please print) Date

Email Phone

The district will pay Contractor(s) based on a set “cents per gallon”, “per card”, “per delivery service”, or “per event”. Proposers should use the OPIS Daily Index Price based on the applicable average rack report price for

Portland, Oregon, for September 30, 2024. The following is based on estimated use and need. The estimates below do not guarantee a level of service. Additional pages may be used.

Items Category of

Service

Description of

Product and

Service

Charge per US

Gallon/Service

Charge/Card/Delivery

Estimated

Annual

Requirements

Annual

Estimated

Cost

MANDATORY:

1 Fuel 87-Octane

Unleaded Fuel

(wholesale + taxes)

33,000 Gallons

2 Fuel Diesel/Biodiesel

(wholesale + taxes)

5,000 Gallons

3 Fee Contract Service

Fee

4 Cardlock

Facility

Use/Cards

Vehicle Fuel Cards 80

Cardlock

Facility

Use/Cards

Individual Fuel

Card & Non-assigned Cards for equipment

6 Delivery Non-ethanol 1,000 Gallons

7 Delivery Diesel 500 Gallons

DESIRED ADDITIVES:

8 Delivery 50-1 fuel mix 200 Gallons

9 Delivery Propane 100 Gallons

10 Delivery Heating Diesel Oil

(Jeffers House)

270 Gallons

Note: Subject to change if addition or extensions are in error.

Note: Price Proposal shall be complete. If Contractor is unable to provide an item, enter “n/a”.

ATTACHMENT C

PRICE SCHEDULE

Fuel Card Program automatically removes Federal Taxes in which the District is exempt.

Yes_____________ No_____________

Fuel Card service will not be disrupted or put on hold without a 30-day written notice to the District.

Yes_____________ No_____________

Fuel Cards can be utilized at stations throughout the City of Bend, Deschutes County and the State of Oregon?

Yes_____________ No_____________

Fuel Card Program has the ability to generate reports in one of the formats outlines in Attachment E?

Yes_____________ No_____________

ATTACHMENT D

MANDATORY REQUIREMENTS

The district can accept Excel or CSV data files. The example below is for demonstration purposes only with the expectation that all captured data can be exported for analysis.

ATTACHMENT E

FILE LAYOUT SPECIFICATIONS

This General Services Contract (this “Contract”) is between:

Bend Park and Recreation District (the “District”), an Oregon special district

799 SW Columbia Street

Bend, OR 97702

<insert first and last name> (“District Representative”)

<insert phone number>, <insert email address> and

<insert contractor name> (the “Contractor”)

<street address>

<city, state zip code>

<insert first and last name> (“Contractor Representative”)

<insert phone number>, <insert email address>

For the mutual exchange of promises contained in this Contract, and for other good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged, District and Contractor agree as follows:

Article 1

SERVICES SPECIFIC PROVISIONS

1.1 Services

This Contract is based upon the following initial information and assumptions and as further described in the Statement of Work (see section <XX>) (the “Services”):

(a) Description of the Services: <insert a brief description of the Services>.

(b) Services locations: <insert street address, taxlot, or other unique project location identifier(s), or reference to the Statement of Work, or an attachment>

(c) Services schedule: Contractor shall commence providing the services on <Month DD, YYYY, or upon the District’s written notice to proceed> through <Month DD, YYYY><, as more particularly described in the Statement of Work (see section <XX>)>.

1.2 Contract Term

This Contract shall be effective upon the Effective Date and the term shall continue though

<Month DD, YYYY>.

1.3 Contract Price

<Contractor will be compensated at the rates and/or unit prices described in the attached

Contractor’s <quote/bid/proposal> (see section 1.4), but in no event will total compensation

ATTACHMENT F

SAMPLE CONTRACT

GENERAL SERVICES CONTRACT

Template 12.02.2022 under this Contract exceed <$XX,XXX.XX> (the “Contract Price”). / or Contractor’s total compensation for successful fulfillment of the Services and completion of the project shall not exceed <$XX,XXX.XX> (the “Contract Price”)<, as more particularly described in the attached

Contractor’s <quote/proposal> (see section 1.4)>.

1.4 Contract Documents

For purposes of this Contract, the “Contract Documents” consist of the following documents listed in order of precedence for the purpose of determining conflicting provisions in the

Contract Documents except that in the event of overlap or inconsistency between the terms of the Contract Documents, the term that provides a better quality or quantity of service to the

District shall control. To the extent that any terms of a Contractor’s document conflicts with terms of this Contract, such terms are void and are expressly and wholly subject to the terms of this Contract.

(1) This Contract;

(2) <Contractor’s <quote/proposal> attached as Exhibit A; and>

(3) <<insert document name> attached as Exhibit B.>

Article 2

STATEMENT OF WORK

2.1 Scope of Work

Contractor shall supply all labor, training, certifications, materials, equipment, incidentals, transportation, and other services necessary for proper execution and completion of the

Services, whether temporary or permanent, and whether or not incorporated or to be incorporated in the Services.

2.2 <Equipment and Supplies

Contractor shall not have use of District equipment, material, or supplies unless specified as follows, if any:>

2.3 <insert title>

<insert statement of work>

Article 3

TERMS AND CONDITIONS

3.1 Contractor’s Qualifications

Contractor shall use qualified, experienced, and where applicable, certified, or licensed personnel in providing the Services and performing Contractor’s obligations under this Contract.

Contractor represents and warrants that it has the necessary qualifications and experience to provide the Services. When required by the District, at the District’s sole discretion, Contractor shall perform background checks on all personnel. Background checks must conform to the

District’s then-current requirements.

3.2 Subcontractors

By written agreement, Contractor shall require all subcontractors, if any, to agree to be bound by and adhere to the terms and conditions of this Contract, including, but not limited to, providing Contractor proof of insurance coverages at least equal to the minimum insurance requirements required by this Contract.

3.3 Compliance with Applicable Law

Throughout the term of this Contract, Contractor shall comply with all laws, rules, codes, regulations, policies, and applicable requirements imposed by governmental authorities having jurisdiction over the Services, including, without limitation, Oregon Revised Statutes (“ORS”)

279B.045, 279B.220, 279B.230, 279B.235(1)(b) - (c), and 279B.235(2) - (3).

3.4 Non-Discrimination

Contractor shall comply with all applicable requirements of federal and state civil rights law and rehabilitation statutes and shall not discriminate based on race; color; gender; age; religion;

ancestry, national origin; U.S. military veteran status; marital status; sexual orientation;

disability; medical condition; source of income; or political affiliation in programs, activities, services, benefits, or employment in connection with this Contract.

3.5 Payment Terms

Unless otherwise agreed upon by the parties in writing, payments shall be made monthly in proportion to the Services performed. The District shall pay Contractor within 30 days after receipt of a properly itemized and accurate invoice with supporting documentation. Any progress payments issued by the District shall not be considered acceptance or approval of any completed Services or waiver of any defects therein.

(1) Contractor shall not submit, and the District shall not be liable for: (1) any invoice(s) that exceed the Contract Price, and (2) any charge that exceeds the unit prices or other rates agreed upon in section 1.3.

3.6 Ownership of Work Product

All work product of Contractor that results from this Contract is the exclusive property of the

District. Contractor hereby irrevocably assigns to the District all of its right, title, and interest in and to any and all of the work product, whether arising from copyright, patent, trademark, trade secret, or any other state or federal intellectual property law or doctrine. Contractor waives any and all rights relating to the work product including any and all rights arising under Title 17 USC

§106A or any other rights of identification of authorship…